Senior Executive Assistant & Governance Coordinator

Posting Reason:
New Position

Job Type: Employee

Anticipated Duration in Months (for contracts and temporary assignments): N/A

Job Family:
Administrative Support

# of Open Positions: 1

Faculty/Service - Department:
Business Operations

Campus:
Main Campus

Union Affiliation: N/A

Date Posted (YYYY/MM/DD): 2026/09/24

Applications must be received BEFORE (YYYY/MM/DD): 2026/10/05

Hours per week: 35

Salary Grade:
Non-Union Grade NC5 - 35 hrs

Salary Range: $69,393.00 - $86,741.00

The Office of the Chief Risk Officer offers a rewarding journey where your skills and passion for risk management will play a key role in shaping the future of the University of Ottawa. Our Office oversees Operational and Enterprise Risk Management, Insurance, Internal Audit, Protection Services, Emergency Management, and Health, Safety and Environmental Management. Our team is dedicated to ensuring the resilience and continuity of our operations.

With a commitment to excellence, you'll have the opportunity to contribute significantly to promoting risk culture within our institution. We strive to be a valued partner and key player in advising and supporting University leadership, faculties, and staff, helping to foster a culture of informed decision-making.

Join us in building a resilient future for the University of Ottawa and become part of our collaborative and forward-thinking team.

Reporting to the Senior Manager, Business Operations, the incumbent provides administrative support to senior management to ensure smooth office operations and support the implementation of projects and activities. Performs all duties autonomously and proactively. May be required to organize meetings, coordinate correspondence and communications, manage schedules, arrange travel, prepare documents and reports, coordinate administrative processes, coordinates events and assigned projects.

• Customer Service:
  Greets, informs and redirects people, both internal and external to uOttawa. Receives and screens correspondence and phone calls intended for senior management, determines their relevance and urgency to ensure follow-up, and informs or involves senior staff as necessary.
• Administrative Writing:
  Drafts and revises documents using templates and coordinates the translation of administrative correspondence on behalf of senior management. Creates and maintains templates for outbound official communication from offices of senior management, in compliance with uOttawa's regulations and with a view to protect the service's image. Attends senior management meetings to take notes and prepare minutes to follow up on decisions made.
  
  Prepares presentations, brochures, publications and other related documents from handwritten notes to support the chief executive. Prepares requests for approval by the Board of Governors, Senate, AC and other committees and sub-committees.
• Schedule and Meeting Management:
  Manages senior management calendars, and schedules and confirms meetings to optimize use of time. Coordinates scheduling of meetings for committees and sub-committees chaired by senior manager . Maintains updated lists of members, and prepares and sends out meeting invitations and agendas. Prepares and distributes any necessary documents and files and follows up on decisions made.
• Travel Arrangements:
  Coordinates travel arrangements for the senior manager. Researches suppliers to obtain estimates and make the necessary reservations in compliance with uOttawa regulations. Assembles the necessary documentation, follows up and collaborates with other uOttawa sectors to finalize payment of invoices and reimbursement of travel expenses.
• File Management:
  Establishes and maintains an effective filing system to maintain the confidentiality of records and ensure the availability of complete, accurate records for future reference or audit. Coordinates document archiving. Maintains a reminder system for files requiring follow-up.
• Report Production:
  Performs analysis and research, and compiles data, statistics and other information to produce reports that support discussions, decision making, special projects and management activities.
• Documentation:
  Drafts and updates documents for internal use on procedures, processes and systems related to the incumbent's responsibilities.

• Postsecondary education in administration, office technology or an equivalent combination of education and work…